Reception Administration

Company Description

MDC Low Voltage Systems is a full-service low voltage contractor based in the San Francisco Bay Area, with over thirty years of experience. Specializing in Structured Cabling, Fiber Optics, OSP, Security Systems, Audio-Visual, and more, MDC is looking for new enthusiastic candidates to join our team. The company is known for its expertise in designing, building, and servicing low voltage systems for a variety of industries, clients, and sectors.

General Duties, Responsibilities

This is a full time, in-office, hourly position. The Front Office Administrator is the first point of contact for visitors and employees and plays a central role in keeping daily office operations running smoothly. This role combines front-desk reception with hands-on office administration, facilities coordination, and employee support. The ideal candidate is professional, welcoming, highly organized, and proactive in solving problems before they escalate.

• Greet and check in visitors, clients, candidates, and vendors with a warm, professional presence.
• Manage visitor logistics including badges, sign-in procedures, NDAs, and secure access protocols.
• Notify employees of guest arrivals and coordinate seamless handoffs.
• Maintain a clean, organized, and welcoming reception and lobby area.
• Answer and route incoming calls efficiently; take clear, accurate messages when needed.
• Monitor and respond to shared inboxes (e.g., info@, admin@), routing requests to the appropriate teams.
• Provide timely, customer-focused responses to routine inquiries and escalate urgent issues.
• Manage meeting room calendars, prevent scheduling conflicts, and support last-minute changes.
• Prepare meeting spaces (seating, supplies, refreshments, A / V readiness) to ensure meetings start on time.
• Coordinate candidate interview flow, including room setup and arrival communications.
• Serve as the first contact for office needs and issues; submit and track maintenance or IT requests.
• Coordinate with building management, cleaners, and service vendors to resolve concerns quickly.
• Order, restock, and organize office and kitchen supplies; monitor inventory and manage vendor relationships.
• Receive deliveries, distribute mail / packages, and manage outgoing shipments and courier pickups.
• Track vendor invoices or route for approval in line with internal processes.
• Perform data entry, filing, scanning, and document management as needed.
• Maintain office directories, contact lists, and internal admin resources.
• Support onboarding logistics such as desk readiness, access coordination, and office tours.
• Assist with internal events (team lunches, celebrations, client visits) including setup and coordination.
• Follow all workplace security, privacy, and confidentiality guidelines.
• Help maintain safety readiness (e.g., first-aid supplies, evacuation information, incident reporting).
• Handle sensitive information with discretion and professionalism.

Key Competencies

Work Environment